Conference Scheduler

Good Shepherd Services, Ltd; New York (NY); On-site; USD 42,000 - 54,000; Full time

Job summary

Good Shepherd Services, Ltd is seeking a Conference Scheduler to coordinate family team conferences and provide front desk administrative support at our Bronx program site.

The role reports to the Conference Facilitator and requires strong Microsoft Office skills, organizational ability, and excellent communication; familiarity with Connections and PROMIS is a plus. 35 hours/week, on-site position in Bronx, NY.

Qualifications

• High School Diploma required; Bachelor's degree preferred.
• At least one year of experience as an Administrative Assistant.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office apps (Outlook, Excel, Word).
• Familiarity with Connections and PROMIS databases is a plus.

Responsibilities

• Submit monthly tracking lists of conferences to the Conference Facilitator and Program Supervisors.
• Complete and submit documents to ACS to schedule conferences.
• Reserve spaces and prepare rooms with needed materials in advance.
• Notify participants and supports ahead of each conference.
• Assist Case Workers with reminder calls and schedule transportation for families.
• Enter contact and correspondence records into Connections and PROMIS.
• Greet visitors at the program site and provide front desk support.
• Run reports and prepare documents to support program needs.
• Notify staff of participant appointments and provide front desk coverage.
• Distribute petty cash and metro cards as directed; maintain a safe reception area.

Education

High School Diploma

Bachelor's degree preferred

Tools

Microsoft Office (Outlook, Excel, Word)

Connections

PROMIS

Job description

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Conference Scheduler performs and coordinates all administrative duties related to family team conferences involving families enrolled in the Bronx prevention program, along with front desk administrative duties to support overall program needs. The Conference Scheduler works closely with the Conference Facilitator to ensure that conferences meet program mandates.

Reports To: Conference Facilitator

Location: 2471 Morris Ave, Bronx, NY 10468

Hours: 35 Hours/Week; Non-Exempt

Major Duties:

• Submits a monthly tracking list of all conferences due to the Conference Facilitator and Program Supervisors.
• Completes and submits required documents to ACS to request and schedule conference.
• Reserves space for each conference and prepares the space with needed material in advance of the conference.
• Ensures timely notification is sent to all conference participants and identified supports in advance of each conference.
• Assists Case Workers and Social Workers with reminder calls to conference participants and identified supports.
• Schedule transportation for families as needed.
• Submits accurate and timely documentation of all contacts and correspondences related to conference activity into Connections and PROMIS database systems.
• Greet and welcome visitors and participants to program site.
• Provide administrative support for program needs such as running reports, preparing documents, etc.
• Notify staff of participants coming for appointments.
• Answer and direct calls while covering the front desk.
• Distribute petty cash and metro cards to staff and participants as directed.
• Ensure reception area is a safe and welcoming space.
• Attend and participate in program staff meetings, as well as related agency and external training as appropriate.
• Perform other duties as assigned.

Qualifications:

• High School Diploma required. Bachelor’s degree preferred
• Proficiency in Microsoft Office (Outlook, Excel, and Word) required.
• At least one-year experience as an Administrative Assistant
• Familiarity with Connections and PROMIS databases a plus.
• Must have excellent verbal and written communication skills.
• Ability to pro-actively problem solve Solid teamwork skills Excellent organizational skills and attention to detail.
• Must have a commitment to work from a strength based, youth and family development, and trauma-informed perspective.